Herron Solutions, LLC.

Administrator​

Position Title: Administrator
Reports To: Clinical Director

 

Position Summary

The Administrator supports the overall coordination and daily operations. This position provides administrative, organizational, and programmatic support across departments to ensure smooth agency operations and compliance with New Mexico behavioral health standards. The Administrator oversees internal communications, assists with client management and staff coordination, and supports office systems, referrals, and event planning. This role plays a key part in maintaining efficient administrative workflows, assisting with onboarding and technology, and ensuring all agency sites remain organized, professional, and client-ready.

 

Responsibilities

 • Manage client portal troubleshooting and ensure clients have appropriate access to their electronic records.
• Coordinate with external agencies, partners, and referral sources, including JPO and CYFD, to maintain communication and reporting compliance.
• Process co-pays, insurance checks, and monthly insurance verification to ensure billing accuracy.
• Create and organize client charts in ICANotes and agency systems; ensure documentation is complete and compliant.
• Support CSW team operations, including meeting agendas, minutes, and follow-up tasks.
• Deliver supplies, office materials, and resources to agency sites and supportive housing locations.
• Coordinate employee drug testing in accordance with agency policy.
• Support event planning, marketing materials, and flyer creation for staff and client events.
• Manage agency emails, phones, and scanning systems; assist with technology issues and basic IT troubleshooting.
• Maintain and process online referrals through the Herron Solutions portal; ensure prompt response and follow-up.
• Support interviews and onboarding for new hires, including badge creation and orientation coordination.
• Assist with office supply orders, interior decorating, and workspace organization to maintain a professional environment.
• Manage memos, newsletters, and staff communications to ensure consistent agency-wide updates.
• Assist in updating and maintaining Policies & Procedures (P&P), including formatting, revisions, and Adobe Signature routing.
• Coordinate referrals to outside agencies and ensure proper follow-up and documentation.
• Assist with team-building initiatives and staff engagement activities.
• Coordinate with leadership for phones and scheduling clients, ensuring appointments are booked accurately.
• Provide IT support, help manage HS emails, Teams channels, and ensure operational efficiency.
• Track and document communications and reports required by JPO and CYFD.
• Maintain confidentiality, professionalism, and compliance with HIPAA and 42 CFR Part 2 in all administrative duties.

 • Will respond to all internal communications (email, Teams, phone, or messages) within 24   business hours, unless 

 scheduled out of the office or on approved leave.

 

Qualifications

 • Minimum High School Diploma or GED; Minimum of 1 year of experience in behavioral health.
• Knowledge of HIPAA, 42 CFR Part 2, and New Mexico behavioral health documentation standards.
• Experience with EHR systems, Microsoft 365, Teams, and Adobe Acrobat required.
• Strong communication, multitasking, and organizational skills.
• Detail-oriented with the ability to handle confidential and sensitive information.
• Familiarity with billing processes, insurance verification, and agency coordination preferred.
• Creative and proactive approach to team building, office aesthetics, and agency presentation.

 

Scope of Practice

The Administrator is responsible for managing and supporting the day-to-day administrative and operational activities of Herron Solutions Behavioral Health Agency. This includes coordinating communications, managing client and staff systems, maintaining organized records, and ensuring compliance with agency standards. The position supports both internal and external communications with agencies such as CYFD, JPO, and referral partners. The Administrator does not provide clinical services but plays a critical role in ensuring smooth program operations, staff support, and agency-wide organization, promoting a professional and welcoming environment for both clients and employees.